Induction Checklist – Academic Staff

New starter name:

Job title:

Department:

Start date:

Induction facilitators should use this checklist to support the new starter over the first two weeks of employment. You can add other departmental information or policies. The induction pages of the staff intranet contain further information and links to help you complete each point on the checklist.

Pre-arrival

Activity / Date complete
Welcome
1 / Make sure arrangements are made to meet the new starter on their first day
2 / Make arrangements for the new starter’s ID card
3 / Prepare the office space so that it is clean, tidy and welcoming
4 / Inform the new starter of how to obtain a parking permit
5 / Direct them to the HR webpages if they have questions about moving to the local area
6 / Give them contact details for the department
Job-related
7 / Request IT access in preparation for the staff member’s first day
8 / Arrange training for any specialised IT systems
9 / Request a telephone and extension number (if not already available)
10 / Order branded stationery (including business cards)
Compliance
11 / Arrange for your Health and Safety Co-ordinator or other designated member of departmental staff to complete the health and safety induction checklist on day one

Day one

Activity / Date complete
Welcome
1 / Introduce your new colleague to their immediate team, including direct reports (if relevant)
2 / Provide a copy of the department’s structure chart
Orientation
3 / Give a tour of the building including toilets and rest area
4 / Explain the conditions of service including
  • Hours of work/breaks
  • Sickness reporting
  • Holidays/special leave
  • Probationary period
  • Dress code

5 / Explain the car parking rules and visitor parking
6 / Give a demo of the website/intranet and where to find information
Job-related
7 / Discuss use of the telephone (including voicemail), computers (including Y: and other drives), fax and email
8 / Begin explaining the major components of the job
9 / If a teaching role, ensure they are booked on the Introduction to Teaching at Royal Holloway seminar
Compliance
10 / Send P45 to Payroll
11 / Provide any necessary information about building security such as entrance code or keys
12 / Discuss assistance with access or other special needs (provide a copy of the Access Guide if needed)

Week one

Activity
Welcome
1 / Introduce your new colleague to the Head of Department and Dean, and Probation Adviser if on academic probation
2 / Make sure they have booked the date of the next Staff Induction event
3 / Arrange for a photograph to be taken
Orientation
4 / Give a tour of campus
5 / Provide a copy of the College bus timetables
6 / Provide information about cycling to work
7 / Explain the College and departmental management structure
8 / Provide a copy of the College Strategic Plan and discuss this year’s department plan
9 / Provide information about the courses offered by the department and who delivers which parts
10 / Discuss use of MyView
11 / Explain the College Smoking Policy
Job-related
12 / Discuss and agree with line manager key objectives during probation period
13 / If the new starter has line management responsibilities, provide a link to HR policies and details of relevant HR Business Partner
14 / Tell your colleague about learning and development opportunities available through the College
15 / Inform staff about the IT Service Desk
16 / Start e-learning on Agresso
17 / Show them the printer and photocopier
18 / Discuss useful contacts for the job and how to find contact information on the staff intranet
19 / Explain the mail arrangements
20 / Discuss the administrative arrangements for the department
21 / Explain the College branding guidelines
22 / Explain how to join the Library
23 / Issue a copy of the Code of Good Research Practice
24 / Provide a link to the guidance for academic staff produced by the Academic Quality and Policy Office
25 / If in a teaching or student support role, please ensure they have a copy of the 'Personal Advisors Guide'.
26 / Tell them about the help for students offered by Support and Advisory Services
27 / Tell them about the services offered for students by the Disability and Dyslexia Office
28 / Show them where to access training for Moodle
Compliance
29 / Identify any job-specific health and safety training needed
30 / If relevant, explain the arrangements for driving on College business and ask them to complete the Driver Approval Form
31 / Explain the Equality and Diversity Statement
32 / Provide a copy of the Information Security Policy
33 / Complete the GDPR Moodle course
34 / Complete the Cyber Security Moodle course

Week two

Activity
Welcome
1 / Provide information about attending sports clubs, staff networks and events
2 / Provide information about the catering outlets on campus
3 / Provide a link to UPayChilli to put credit onto their ID card for use in outlets on campus
4 / Tell them about the employee assistance programme
Orientation
5 / Give information about recycling and waste disposal
Job-related
6 / Show them how to access their email remotely
7 / Discuss whether access is needed to CampusAnywhere (VPN)
8 / Explain how to book rooms and catering
9 / Explain how to book audio visual equipment
10 / Explain the purchasing procedures including claiming expenses
11 / Update Pure
12 / Provide a link to Research and Enterprise, explaining the support provided.
13 / Show them where to find general HR policies such as appraisals, disciplinary and grievance, and family-friendly policies
14 / Explain the student complaints procedure
15 / Tell them which subproject codes they should use
Compliance
16 / Provide a link to policies on fraud, bribery, donations and gifts
17 / Complete the equality and diversity training on Moodle

Important
Thank you for completing the induction checklist.

For further information about staff induction, please contact Joy Willshire at or extension 4620.

Last updated: 24/08/2018